Wealthbox and Gmail: what syncs, what doesn't, and how to set it up
Wealthbox Mail syncs a Gmail inbox two-way with client records on Pro plans and above. A Chrome extension and a BCC Dropbox cover Basic. Drafts and Gmail subfolders don't sync.
- Connector
- Native. Wealthbox builds both Wealthbox Mail (email sync) and the Wealthbox CRM for Chrome extension
- Sync direction
- Two-way for Wealthbox Mail sync; Gmail → Wealthbox for the Chrome extension and BCC Dropbox
- Setup time
- Seven steps per user for Wealthbox Mail; the docs give no time for the first sync
- Availability
- Wealthbox Mail: Pro, Premier and Enterprise. Chrome extension and BCC Dropbox: documented for Basic. The docs name no Gmail plan requirement
- Our rating
- 4 out of 5. Two-way Gmail sync on Pro and above; Basic gets a Chrome extension and BCC Dropbox, and drafts and Gmail subfolders don't sync.
| What | Direction | Detail |
|---|---|---|
| Email history on contact records | Gmail → Wealthbox | Wealthbox syncs everything in Inbox, Sent, Trash and Archive, regardless of age. It matches emails to contacts by address in the To and From fields. |
| Sent email | Wealthbox → Gmail | You compose on the Email page. The message goes through your synced account and shows in both Wealthbox and the Gmail Sent folder. |
| Deletions | Two-way | Deleting an email in Wealthbox Mail deletes it in Gmail. Unsyncing the account removes all previously synced emails from Wealthbox. |
| Contact creation | Gmail → Wealthbox | Wealthbox Mail offers Create New Contact from an unmatched sender. The Chrome extension does it in one click inside Gmail. |
| Contact details inside Gmail | Wealthbox → Gmail | The Chrome extension shows phone, address, profile and custom fields next to the open email. It also shows the contact's activity history and links to the record. |
| Notes | Gmail → Wealthbox | The Chrome extension adds a note to a contact from within Gmail. |
| Save and Send + Save | Gmail → Wealthbox | The Chrome extension logs a received or outgoing email to Wealthbox one message at a time. This is the main route on the Basic plan. |
| BCC Dropbox | Gmail → Wealthbox | You BCC or forward to a unique Wealthbox address. Wealthbox logs the email to a matching contact and creates a contact for any To recipient it can't match. |
| Email-to-CRM actions | Gmail → Wealthbox | From a synced email you create a task, event, workflow, opportunity or reminder, and link it to a CRM record. |
Setting it up
- Confirm your workspace is on Pro, Premier or Enterprise. Basic doesn't include Wealthbox Mail.
- In Wealthbox, click the three stacked dots in the top-right corner. Select Settings, then Email, then Email Accounts.
- Click Individual Email, then Connect Your Email. Enter your Gmail address and follow the prompts.
- Choose visibility: Only Me, or Everyone. Click Finish.
- Wait for the sync, then open the Email page in the left navigation. If emails stop arriving, use Re-sync Email from the three-dot menu next to the address.
- Optional: install Wealthbox CRM for Chrome from the Chrome Web Store, open Gmail and sign in to Wealthbox when the extension slides out.
- Optional: copy your BCC Dropbox address from the three-dot menu, under Integrations, then Settings next to BCC Email Dropbox.
Where the integration stops
- Wealthbox Mail needs Pro or above. Basic has no email sync. Firms on Basic log email with the Chrome extension or the BCC Dropbox.
- Drafts and Gmail subfolders don't sync. Wealthbox flattens subfolder emails into the root Inbox, Sent, Trash or Archive folder. Move emails into a supported folder before you sync.
- Wealthbox mirrors Gmail and doesn't store the emails. Removing a user or disconnecting the sync deletes synced emails from Wealthbox. BCC Dropbox emails stay.
- Linking depends on the email address. Without a matching address, the email stays unlinked. For third-party emails about a client, use the BCC Dropbox and assign the contact by hand.
- Shared mailboxes are capped. Pro syncs one shared address per workspace. Premier syncs up to three.
- The Chrome extension works only in Chrome. It runs in Gmail or Office365 and doesn't run in other browsers.
- The BCC Dropbox doesn't thread. Wealthbox stores each email separately. It processes only mail sent from your login address plus up to three more you add.
Wealthbox connects to Gmail in two ways, and Wealthbox builds both. Wealthbox Mail syncs a Gmail inbox two-way with client records. A Chrome extension puts contact details and logging buttons inside Gmail. The connector suits advisory firms that want client email on the contact record without forwarding.
The fact that surprises teams is the plan. Basic doesn't include Wealthbox Mail. Basic users log email one message at a time with the extension or the BCC Dropbox. Check Wealthbox pricing before you promise the team automatic logging.
For other ways to connect Gmail to a CRM, see the Gmail integrations page.
Pro and above get sync; Basic gets manual logging
On Pro, Premier and Enterprise, each user connects a Gmail account under Settings. Wealthbox then syncs the Inbox, Sent, Trash and Archive folders and matches emails to contacts by address. You can send from Wealthbox, and the message lands in your Gmail Sent folder.
On Basic, you save emails yourself. The Chrome extension has Save and Send + Save buttons. The BCC Dropbox logs any email you copy to your unique address.
The sync mirrors Gmail
Wealthbox says it doesn't store synced email. It shows what is in your connected account. Deleting an email in Wealthbox Mail deletes it in Gmail.
Removing a user or disconnecting the account removes the synced emails from Wealthbox. Offboarding a departing advisor therefore changes what the client record shows. Emails logged through the BCC Dropbox are saved to the record and survive a disconnect.
Visibility is a per-user choice. With Only Me, colleagues don't see your synced email. With Everyone, they see it on the contact's Email tab.
Gmail subfolders and drafts stay behind
Wealthbox doesn't sync drafts. It also doesn't sync Gmail subfolders, so emails in them arrive in the root folder. Wealthbox's guidance is to move emails into a supported folder before syncing.
Matching depends on the address. If an attorney emails about a client, the client isn't on the thread, so nothing links automatically. Forward that email to the BCC Dropbox and assign the contact by hand. If the person forwarding can't see the matching contact, the Dropbox creates a duplicate record.
Compliance sits with Google
Wealthbox Mail isn't an email host. Its help center says to check your hosting provider, such as Google Workspace, for 17a-4 requirements. The sync adds no archive of its own, so firms with retention rules need to settle that with Google or a compliance vendor.